Medical Education Scheduling Specialist - Full Time - Days


Job Summary

The Scheduling Specialist is responsible for the development and management of department schedules while ensuring that these schedules are in compliance with the requirements of each programs accrediting body, MVHS Physician Contracts, New York State Department of Health (NYSDOH) and other regulatory bodies.  The Scheduling Specialist acts as the central scheduler between clinical practices, the residency programs, institutional departments, and regulatory authorities.  The Scheduling Specialist reports to the Senior Program Coordinator

Core Job Responsibilities

Creation and Revision of operational schedules: The Scheduling Specialist is responsible for creating and revising each programs faculty and resident's clinical, precepting, and residency schedule. The schedules must be in compliance with ACGME Common and Specialty Specific Requirements, ACGME and MVHS supervision requirements, MVHS service and clinical needs and each physicians’ contractual requirements.

Efficient utilization of electronic databases and electronic health systems: The Scheduling Specialist is responsible for organizing, implementing, and maintaining scheduling management systems that supports each residency program and their operational plans. Additionally, the Scheduling Specialist must be proficient in producing and processing reports as requested by the Program Directors, or GME administration. The electronic systems utilized in Medical Education include but is not limited to EPIC, New Innovations, and Amion.

Creation and Revision of daily assignments: The Scheduling Specialist is responsible for the creation and revision of faculty and resident scheduling assignments. This includes, but is not limited to protected wellness time, certification and recertification courses, home visits, process improvement meetings, community service initiatives, orientation events, HRO events, recruitment events, etc.  These scheduling assignments must be entered into all appropriate scheduling systems and communicated to all applicable parties.

Processes Time Off: The Scheduling Specialist responsible for accurately processing all Time Off Requests for Residents and Faculty.  The Scheduling Specialist must ensure that the Absences from Training policy is strictly adhered to.

Utilizes efficient communication: The Scheduling Specialist is responsible for efficiently communicating to all staff involved in residency program operations. Any schedule revisions prior to 72 hours in advance, should be communicated via email. Revisions made within 72 hours must be communicated to all applicable parties via email and phone.

Must adapt to schedule challenges in a dynamic organization: The Scheduling Specialist must be able to work in a fast paced environment and providing creative solutions to scheduling challenges while maintaining the integrity and accuracy of the data.

Education/Experience Requirements


  • 4 years of scheduling experience in a high volume system within a Health Care setting
  • Experience in a Graduate Medical Education Office, experience with New Innovations, Amion, and EPIC

Licensure/Certification Requirements


Qualified applicants will receive consideration for employment without regard to their age, race, religion, national origin, ethnicity, age, gender (including pregnancy, childbirth, et al), sexual orientation, gender identity or expression, protected veteran status, or disability.

Successful candidates might be required to undergo a background verification with an external vendor.

Job Details

Req Id  89510 
Shift Days
Shift Hours Worked  8.50
FTE 1 
Work Schedule  HRLY NON-UNION
Employee Status A1 - Full-Time 
Union Non-Union
Pay Range $16.00-$22.00 Hourly

Nearest Major Market: Utica